Job summary Lead Administrator The Treehouse, Ipswich IP3 8NS Hours: 22.5 hours per week Tuesday & Thursday plus 1 other day Opportunity for some hybrid working Salary: £25,500 - £27,500 pro rata, per annum dependent on experience Permanent Contract Are you an experienced administrator looking for a rewarding role in the charity sector? We are seeking a Lead Administrator to provide high-quality administrative support to our Operational and Senior Leadership Team (SLT) within the Care directorate. This is an exciting opportunity to be at the heart of a dynamic team, supporting key projects and operations that directly impact our three-year care strategy. At East Anglias Childrens Hospices (EACH), we are committed to providing the highest quality care and support. Youll be part of a compassionate and dedicated team that values empathy, commitment to quality, and teamwork. What Youll Do: Provide administrative support to the Heads of Service and Senior Leadership Team Manage electronic diaries and coordinate meetings Prepare and circulate meeting papers, take minutes, and track action plans Assist with recruitment processes such as shortlisting and interview arrangements Manage administrative tasks related to SystmOne, reports, and audits Act as a first point of contact for the Senior Care Team Support the Executive Assistant in preparing reports and documents Main duties of the job What Were Looking For: Strong administrative experience, ideally in healthcare or charity sectors Advanced IT skills including Microsoft Office (Word, Excel, Outlook, PowerPoint) Experience in minute-taking, report preparation, and data collation Exceptional organisation and attention to detail Ability to work independently and manage multiple tasks efficiently Excellent interpersonal skills and a proactive approach Full driving licence and access to transport for occasional travel across East Anglia Interview Date: 26th February 2025 If you are passionate about making a difference and have the skills to excel in this role, we would love to hear from you About us Comprehensive range of benefits: Free onsite parking & subsidised meals at our hospices Pool car provided when working in the community NHS pension - continuation if already contributing Enhanced Annual leave Entitlement - 27 days 8 UK Bank Holidays Additional holiday purchase scheme AVIVA pension package up to 7% Employer Contribution including Life Assurance Free eye tests & cycle to work scheme Wellbeing support & Employee Assistance Programme East Anglia's Children's Hospices (EACH)supports families and cares for children and young people with life threatening conditions across Cambridgeshire, Essex, Norfolk and Suffolk. We are extremely proud to say all three of our hospice services were rated OUTSTANDING when last inspected by the Care Quality Commission. This fantastic achievement is due to the commitment and professionalism of our wonderfully dedicated employees and volunteers. At EACH we are committed to promoting equality and respecting diversity. We actively welcome applications from all sections of the community, in particular from eligible candidates from BAME backgrounds. EACH is proud to be Investors in People accredited. Date posted 06 February 2025 Pay scheme Other Salary £25,500 to £27,500 a year Contract Permanent Working pattern Part-time Reference number EACH1078783 Job locations The Treehouse St Augustine's Gardens Ipswich Suffolk IP3 8NS Job description Job responsibilities Job Summary: To provide an effective and efficient administrative support service for the Operational and Senior Leadership Teams. Responsibilities Provide administrative support to Heads of Service and Senior Leadership Team to facilitate the development and progress of identified projects in line with the 3 year care strategy. Support the management of the electronic diaries of the Director of Care and Heads of Service as and when required. Ensure that all meeting papers are prepared and circulated to all attendees within agreed timescales Provide administrative support to Operational Leadership and Senior Leadership Team meetings. Support SLT with recruitment processes including shortlisting and arranging interviews. Attend regular weekly, monthly and quarterly meetings, produce minutes and update action plans for designated meetings including Operational Leadership Team, Central Panel, Quality & Safety groups and other meetings when required. Follow up and complete administrative actions from meetings (within scope of practice) e.g. review of policies, procedures and SOPs. Access information from SystmOne, the Care Records system, for Central Panel meetings and collate information for reports as requested. Coordinate administration activity for the Senior Leadership Team including the Director of Care and Heads of Service, maintaining effective office systems including developing and managing databases and supporting audit activities. Run reports from the Incident Reporting System as required. Act as a point of contact for the Senior Care Team, proactively prioritising and following up on actions, dealing and responding to queries and forwarding them as appropriate. Draft SystmOne letter templates and other documents, for example staffing rotas for the Senior Care Team, generating and sharing lists of planned closures, drafting reporting templates, audits and structure reviews and charts as and when required. Support the Executive Assistant in coordinating the collection of data in order to prepare draft reports and documents as and when required. Provide hospice admin support across sites as and when required. Process incoming Clinical Safety Alerts and distribute them as required. Job description Job responsibilities Job Summary: To provide an effective and efficient administrative support service for the Operational and Senior Leadership Teams. Responsibilities Provide administrative support to Heads of Service and Senior Leadership Team to facilitate the development and progress of identified projects in line with the 3 year care strategy. Support the management of the electronic diaries of the Director of Care and Heads of Service as and when required. Ensure that all meeting papers are prepared and circulated to all attendees within agreed timescales Provide administrative support to Operational Leadership and Senior Leadership Team meetings. Support SLT with recruitment processes including shortlisting and arranging interviews. Attend regular weekly, monthly and quarterly meetings, produce minutes and update action plans for designated meetings including Operational Leadership Team, Central Panel, Quality & Safety groups and other meetings when required. Follow up and complete administrative actions from meetings (within scope of practice) e.g. review of policies, procedures and SOPs. Access information from SystmOne, the Care Records system, for Central Panel meetings and collate information for reports as requested. Coordinate administration activity for the Senior Leadership Team including the Director of Care and Heads of Service, maintaining effective office systems including developing and managing databases and supporting audit activities. Run reports from the Incident Reporting System as required. Act as a point of contact for the Senior Care Team, proactively prioritising and following up on actions, dealing and responding to queries and forwarding them as appropriate. Draft SystmOne letter templates and other documents, for example staffing rotas for the Senior Care Team, generating and sharing lists of planned closures, drafting reporting templates, audits and structure reviews and charts as and when required. Support the Executive Assistant in coordinating the collection of data in order to prepare draft reports and documents as and when required. Provide hospice admin support across sites as and when required. Process incoming Clinical Safety Alerts and distribute them as required. Person Specification Qualifications Essential Advanced user of software systems including Microsoft Work, Excel, Outlook, Explorer, Powerpoint Knowledge of databases Knowledge of IT and communication systems Desirable NVQ in Business Administration or equivalent qualification Good working knowledge of SystmOne patient record system Skills & Abilities Essential Thorough and organised with good attention to detail Confident and proactive style with the ability to work on own initiative and as part of a team A self-starter with the ability to work autonomously with minimum supervision Confident and professional telephone manner Excellent verbal, written, numeracy, IT and communication skills Excellent timekeeping and problem solving skills Ability to plan and prioritise workloads and meet deadlines Ability to work effectively with people with diverse skills, abilities and experience Ability to handle emotional information of a confidential nature Ability to contribute suggestions to improve systems and procedures Excellent interpersonal skills and the ability to develop strong working relations with internal and external contacts Ability to remain calm under pressure and demonstrate a positive self-awareness of person and emotional responses Experience Essential Experience of working in an administrative role Experience of servicing meetings including preparing papers and minute taking Experience of electronically collating and reporting on data Desirable Experience of working remotely Experience of working within a healthcare setting Other Requirements Essential Full driving licence with access to own transport and confidence to drive between locations in East Anglia to attend training and meetings as required. Person Specification Qualifications Essential Advanced user of software systems including Microsoft Work, Excel, Outlook, Explorer, Powerpoint Knowledge of databases Knowledge of IT and communication systems Desirable NVQ in Business Administration or equivalent qualification Good working knowledge of SystmOne patient record system Skills & Abilities Essential Thorough and organised with good attention to detail Confident and proactive style with the ability to work on own initiative and as part of a team A self-starter with the ability to work autonomously with minimum supervision Confident and professional telephone manner Excellent verbal, written, numeracy, IT and communication skills Excellent timekeeping and problem solving skills Ability to plan and prioritise workloads and meet deadlines Ability to work effectively with people with diverse skills, abilities and experience Ability to handle emotional information of a confidential nature Ability to contribute suggestions to improve systems and procedures Excellent interpersonal skills and the ability to develop strong working relations with internal and external contacts Ability to remain calm under pressure and demonstrate a positive self-awareness of person and emotional responses Experience Essential Experience of working in an administrative role Experience of servicing meetings including preparing papers and minute taking Experience of electronically collating and reporting on data Desirable Experience of working remotely Experience of working within a healthcare setting Other Requirements Essential Full driving licence with access to own transport and confidence to drive between locations in East Anglia to attend training and meetings as required. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name East Anglia’s Children’s Hospices Address The Treehouse St Augustine's Gardens Ipswich Suffolk IP3 8NS Employer's website https://www.each.org.uk (Opens in a new tab)